Civic Plaza Booking Form

This application is for events with fewer than 250 people. Must be submitted a minimum of 60 days prior.

Applications cannot be submitted with less than 7 days' notice. Please contact communityenhancement@surrey.ca for more information.

If your event is for more than 250 people, please complete a Community Event Hosting Application. More information can be found here: Community Event Hosting Application.

A comprehensive list of planned food vendors must be submitted. If food is to be provided to the public, Fraser Health Temporary Food Permits will be required. All Temporary Food Permit applications must be submitted to the Fraser Health Authority at least fourteen (14) days prior to the event. Once received from Fraser Health Authority, all issued Temporary Food Permits must be submitted.

For further information, please call 604-930-5405 or visit the website: https://www.fraserhealth.ca/health-topics-a-to-z/food-safety/requirements-for-food-businesses

If Food Trucks will be operating at the event, a contact list of all operators must be submitted at least six (6) weeks prior to the event. All operators must comply with the listed food truck requirements.

Members from the Fire Department may be on site for portions of the Event, and a Fire Inspection may be conducted. Review the following requirements and adhere as they pertain to the Event.

Before the Event:
If erected fencing or barriers are to be used, an exiting plan submitted to fireprevention@surrey.ca must be approved by the Surrey Fire Service.

In order for an exiting plan to be approved:
Access routes for the fire department must be a minimum of 6 meters wide.
Buildings used as part of the event have adequate exiting.
Large tents must have a minimum of 3 exits.

During the Event:
Any tents that are for the heating or cooking of food must have appropriate fire extinguishers and have tent material that meets CAN/ULC S109 or NFPA 705.
K Class fire extinguishers must be provided for hazards where there is a potential for fire involving combustible cooking media (vegetable or animal oils or fats).
Maximum travel distance to K Class extinguishers must not exceed 9 meters from the hazard to the extinguisher.
Responsible parties on site, whether event staff or vendors, must be familiar with fire and life safety provisions and emergency procedures.
Fire Extinguishers will be required for any stage; at generator locations, and within 23 meters of tents that are not used for cooking purposes.
Extinguishers must be placed along any walking paths at distances that allow for the ability to reach an extinguisher within 23 meters.
Propane cylinders must be properly stored and secured.
Food trucks must be certified by the GVFCA mobile food vendors working group.
Food Trucks must be positioned no closer than 6 meters to any building and 3 meters to other food trucks, tents, displays or other items.

A contact list of all operators must be submitted at least six (6) weeks prior to the event. All operators must comply with the listed food truck requirements. A copy of their $5 million liability insurance, which names the City of Surrey as an additional insured party, is required.

Serving or selling alcohol requires a Special Event Permit (SEP) from the BC Liquor Distribution Branch. The SEP application must be submitted online at least six (6) weeks prior to the Event; for more information, please visit Liquor and Cannabis Regulation Branch (gov.bc.ca).

Planned gaming events for the purpose of raising funds to benefit your organization, the broader community or a third party, require a gaming license. Once issued, please submit a copy of the gaming license. For more information, please visit http://www.gaming.gov.bc.ca/licences/index.htm.

Any event at which any items are available for sale must obtain a City of Surrey Business Licence. For Business Licence Applications, visit http://www.surrey.ca/files/BusinessLicenseApplication.pdf or call the Business Licence Section at 604-591-4370 for more information. A copy of the Business Licence must be submitted for review.

If you're hosting an event that is free for the general public, booking the plaza is free. If your event is not free for the general public to attend, booking fees apply. Please visit Surrey Civic Plaza for more information

Stages and platforms that exceed 2’ (600mm) in height (excluding mobile stages) or scaffolding and truss structures must obtain a Temporary Building Permit. For more information, please contact the Commercial Permit Section at 604-591-4086.

A Temporary Tent Permit is required for any tent structure, or combination of adjoining tents, that exceeds 60 m² (646 ft²) in floor area. An application must be submitted no later than six (6) weeks prior to the Event. As part of the application, please submit the name of the contractor providing the tent and/or staging plan. For more information, please visit http://www.surrey.ca/files/TemporaryTents.pdf or contact the Commercial Permit Section at 604-591-4086.

If the Event will require the “set up” of distribution cabling, electrical panels, transformers and/or a generator rated 5000W or greater, an Electrical Entertainment Operating Permit will be required. The Electrical Entertainment Operating Permit Application form (EF-015) must be submitted by a licensed electrical contractor, no later than, six (6) weeks prior to the Event. Please note that the organizer must pay for all costs related to the inspection. The City will not be absorbing any costs for electrical hook-up or servicing for this event. For more information, please visit https://www.surrey.ca/renovating-building-development/electrical/electrical-permits/electrical-operating-permit or contact Tyler Perkins from the Electrical Section at TPerkins@surrey.ca or 604-501-7564.

Stages and platforms that exceed 2’ (600mm) in height (excluding mobile stages) or scaffolding and truss structures must obtain a Temporary Building Permit. For more information, please contact the Commercial Permit Section at 604-591-4086.

A Temporary Tent Permit is required for any tent structure, or combination of adjoining tents, that exceeds 60 m² (646 ft²) in floor area. An application must be submitted no later than six (6) weeks prior to the Event. As part of the application, please submit the name of the contractor providing the tent and/or staging plan. For more information, please visit http://www.surrey.ca/files/TemporaryTents.pdf or contact the Commercial Permit Section at 604-591-4086.

If the Event will require the “set up” of distribution cabling, electrical panels, transformers and/or a generator rated 5000W or greater, an Electrical Entertainment Operating Permit will be required. The Electrical Entertainment Operating Permit Application form (EF-015) must be submitted by a licensed electrical contractor, no later than six (6) weeks prior to the Event. Please note that the organizer must pay for all costs related to the inspection. The City will not be absorbing any costs for electrical hook-up or servicing for this event. For more information, please visit https://www.surrey.ca/renovating-building-development/electrical/electrical-permits/electrical-operating-permit or contact Tyler Perkins from the Electrical Section at TPerkins@surrey.ca or 604-501-7564.

Before the Event:
If erected fencing or barriers are to be used, an exiting plan submitted to fireprevention@surrey.ca must be approved by the Surrey Fire Service.

In order for an exiting plan to be approved:
Access routes for the fire department must be a minimum of 6 meters wide.
Buildings used as part of the event have adequate exiting.
Large tents must have a minimum of 3 exits.

During the Event:
Any tents that are for the heating or cooking of food must have appropriate fire extinguishers and have tent material that meets CAN/ULC S109 or NFPA 705.
K Class fire extinguishers must be provided for hazards where there is a potential for fire involving combustible cooking media (vegetable or animal oils or fats).
Maximum travel distance to K Class extinguishers must not exceed 9 meters from the hazard to the extinguisher.
Responsible parties on site, whether event staff or vendors, must be familiar with fire and life safety provisions and emergency procedures.
Fire Extinguishers will be required for any stage; at generator locations, and within 23 meters of tents that are not used for cooking purposes.
Extinguishers must be placed along any walking paths at distances that allow for the ability to reach an extinguisher within 23 meters.
Propane cylinders must be properly stored and secured.
Food trucks must be certified by the GVFCA mobile food vendors working group.
Food Trucks must be positioned no closer than 6 meters to any building and 3 meters to other food trucks, tents, displays or other items.

Event Information

Event Name:*

Have you held this event before? *

Previous Event Description:*

Previous Event Date:*

Event Description:*

Is your event date within 7 days of today’s date?*

Event Date:*

Event Time:*

Set Up Date:*

Set Up Start Time:*

Take Down Date:*

Take Down End Time:*

Estimated Number of Spectators: *

Estimated Number of Staff/Volunteers: *

Fountains on/off:*

Food on Site:*

Food Trucks on Site:*

Alcohol:*

Games of Chance:*

Commercial Sales:*

Charging for Admission:*

Stage/Scaffolding:*

Sound System:*

Access to Power:*

Porto Potty Rentals:*

Tents:*

Access to Water:*

Generators:*

Access to Bathroom:*

Will the event be fenced?*

Are you applying on behalf of an organization? *

Organization Information

Organization Name:*

Street Address:*

City:*

Postal Code:*

Primary Phone Number:*

Secondary Phone Number:*

Email Address:*

Non-Profit Number:

Primary Contact

First Name:*

Last Name:*

Address:*

City:*

Postal Code:*

Primary Phone Number:*

Secondary Phone Number:

Email Address:*

Secondary Contact

First Name:*

Last Name:*

Address:*

City:*

Postal Code:*

Primary Phone Number:*

Secondary Phone Number:

Email Address:*